Software package and information systems

Tender description

West Hampshire CCG is seeking a single web-based database to hold service user related information and to replace its existing system. West Hampshire CCG is seeking a single web-based database to hold service user related information and to replace its existing system. The database must fulfil the following objectives: — to hold information relating to all types of funding covered within the team including funded nursing care, joint packages for learning disability adults, continuing healthcare and children’s continuing care, complex, adult specialist and S117 packages of care, and safeguarding, — to hold all service user and financial information including assessments, placements, weekly costs and invoices paid, — enable high quality data capture and for easy ad-hoc reporting on all fields of the database including key weekly, monthly, quarterly and annual reports to enable effortless analysis and production, — the system must be fully supported (technical support) and kept up to date with key changes in both national and local legislation, policies and best practice, — it must be fit for purpose against the current specification of requirements and have the capability to adapt to future changes, support service user focus and quality, facilitate the personalisation of care planning and drive improvements throughout the process. The team is looking to continuously improve processes and procedures and seeks to find alternative methods that prove to be more efficient and productive. The database will support this in order to continually enhance the service, — the team are looking for a whole systems approach to record and report all activity within the respective teams; this may be linked with other services, departments and businesses. The main users of the database will be clinical lead nurses, clinical nurse assessors, case co-ordinators, administrators, managers and the finance team. It will also be used by auditors (both internal and external), the contracting team, the procurement team and the corporate team in future planning, — the system must facilitate the move away from paper based processes towards electronic record keeping. For example storing and completing assessments online, with key information and correspondence relating to each service user scanned/stored directly onto the service user’s system file, — the Team requires individual logins for users to track changes and updates made by each user, for auditing purposes plus staff performance management, — enable financial reporting and forecasting directly from the database, — user access tracking, providing audit trails on all data entry fields, including but not limited to: —— who was has made changes to records, —— what the changes were, —— who has approved/declined applications, —— eligibility date, — users from other CCGs must be able to view information and reports in the database but this access must be restricted to only their own CCG records, and the information that is viewable must be anonymised, — in order to ensure Information Governance (IG) compliance, the following are required: —— clearly defined access rights for difference levels of access, including by CCG, —— with and without Service user Identifiable Data (PID) e.g. some finance users would not require PID, —— both adult and children’s teams able to see service users in transition, —— unique record number, independent of NHS number, —— read only access for system administrator defined users.